Canton
Guest‑Count Math
Understanding how many guests can be accommodated helps you plan seating, food service, and activity zones. DecoEvent ATL provides verified capacities for each item in the inventory, and these numbers are based on real‑world testing.
Table Capacities
- A 4‑foot round table comfortably seats 4 to 6 guests.
- A 5‑foot round table seats 8 guests comfortably and can accommodate up to 10 when the layout is optimized.
- A 6‑foot round table seats 10 guests comfortably; a specially approved layout may allow up to 12 guests, but this must be confirmed with the team.
- A 6‑foot rectangular table accommodates 6 to 8 guests.
- An 8‑foot rectangular table holds 8 to 10 guests.
- A cocktail table (30‑inch Flash Furniture, 30‑inch or 42‑inch height) is intended for 2 to 4 standing guests; plan roughly one cocktail table for every 8 to 12 event guests.
Tent Capacities
- A 10×10 foot tent fits 6 to 8 seated guests or 8 to 10 standing guests.
- A 10×20 foot tent fits 16 to 20 seated guests or up to 25 cocktail‑style guests.
- A 20×20 foot tent fits 32 to 40 seated guests.
- A 20×30 foot tent fits 48 to 60 seated guests.
- A 20×40 foot tent fits 64 to 80 seated guests or up to 100 cocktail‑style guests.
- A 30×60 foot tent fits 120 to 150 seated guests depending on layout, or up to 180 cocktail‑style guests.
Sound System
The company’s sound system is verified to cover up to 300 guests without distortion, making it suitable for medium‑sized celebrations.
Yard Preparation
Before the arrival of tents, tables, and entertainment, the event space must be ready to receive equipment safely and efficiently.
Surface Check
- Confirm that the ground is level enough for tent stakes or weight bags; slight slopes can be accommodated with adjustable bases.
- Identify any underground utilities, irrigation lines, or septic components that could be disturbed by stakes.
- Remove loose rocks, branches, or debris that could puncture tent fabric or damage bounce house blowers.
Access Path
- Ensure a clear route from the street or driveway to the setup area that is at least 10 feet wide for the delivery truck and lift gate.
- If the path crosses a lawn, consider laying down protective boards to prevent turf damage.
- Verify that overhead clearance (trees, power lines, balconies) is at least 15 feet to allow the tent frame to be raised.
Utility Planning
- Locate a nearby 110‑V outlet for blower, lighting, and sound equipment; extension cords should be rated for outdoor use and kept dry.
- If a water slide or wet bounce house is planned, confirm access to a garden hose and a drainage area that can handle runoff.
- Mark any areas where guests should not walk (e.g., near the blower intake) to keep equipment safe.
Load‑In Timeline
A smooth load‑in keeps the event on schedule and reduces stress for hosts and vendors.
Arrival and Setup (Approximate)
- 30 minutes before the scheduled start time – crew arrives, checks in with the host, and reviews the site plan.
- 0–15 minutes – unload tents, frames, and anchor equipment; begin laying out ground protection if needed.
- 15–45 minutes – erect tent frames, attach sidewalls, and secure the structure with stakes or weights.
- 45–75 minutes – install flooring (if requested), place tables and chairs according to the seating chart, and set up linens.
- 75–90 minutes – hang LED tent lighting or bistro strings, position uplighting, and test the sound system.
- 90–105 minutes – set up any specialty items such as dance floors, centerpieces, or welcome mirrors.
- 105–120 minutes – place bounce houses or water slides, connect blowers and hoses, and run a quick safety inspection.
- 120–130 minutes – final walk‑through with the host to confirm everything matches expectations and address any last‑minute adjustments.
Buffer Time
Always add a 15‑minute buffer for unexpected delays such as weather changes or access issues. The crew will communicate any shifts in the timeline promptly.
Rain Plan
Weather can shift quickly, especially in Georgia spring and summer. DecoEvent ATL has a clear procedure to keep events comfortable and safe.
Tent Sidewalls
- All tents are offered with optional sidewalls that zip onto the frame, providing protection from rain and wind.
- Sidewalls are made of the same waterproof, UV‑protected material as the tent roof.
- If rain is forecast, the crew will install sidewalls before the event begins, unless the host prefers an open‑air feel.
Rescheduling Options
- If conditions become unsafe (high winds, lightning, or heavy downpour that could compromise the structure), the crew will advise postponing the setup.
- Hosts may choose to move the event to another date within the same season; the team will work to re‑secure inventory based on availability.
- Communication is handled via phone or WhatsApp to ensure rapid confirmation of any changes.
Guest Comfort
- In case of light rain, the sidewalls keep the interior dry while still allowing airflow.
- If a bounce house or water slide is affected by moisture, the crew will pause use until the surface is safe, following manufacturer guidelines.
- Additional items such as portable fans or heaters can be added upon request to manage temperature.
Local Logistics
Understanding the service area and delivery calculations helps set accurate expectations for timing and feasibility.
Service Radius
- DecoEvent ATL operates from a base in Pendergrass, Georgia (ZIP 30567).
- The standard service radius is 40 miles, covering numerous cities across Jackson, Barrow, Hall, Gwinnett, Fulton, Walton, Cherokee, Cobb, DeKalb, Rockdale, Newton, Forsyth, Banks, Habersham, White, Lumpkin, Dawson, Oconee, Clarke, Madison, and Oglethorpe counties.
- High‑return markets include Braselton, Buford, Cumming, Dacula, Flowery Branch, Gainesville, Hoschton, Jefferson, Lawrenceville, Oakwood, Pendergrass, Sugar Hill, Suwanee, and Winder.
Delivery Charges (Based on Distance)
- 0–15 miles from Pendergrass – no delivery fee.
- 16–30 miles – a flat fee applies.
- 31–50 miles – a higher flat fee applies.
- Over 50 miles – a per‑mile rate is calculated one way.
Address Verification
- Before any booking step, the team requires the full event address (street, city, state, ZIP) to confirm the exact distance.
- The city and 5‑digit ZIP are repeated back to the host and matched against the official service‑area list.
- If the city or ZIP does not appear on the list, the crew will not confirm or deny coverage; instead, the host is directed to WhatsApp for a human distance check.
Timing Considerations
- Weekend dates (especially Saturdays from spring through fall) tend to book quickly; early inquiry improves availability.
- The crew aims to arrive within the agreed window, factoring in travel time from Pendergrass based on the verified distance.
- All equipment is cleaned, inspected, and sanitized between events to meet health and safety standards.
Checklist
Use this list to make sure every detail is covered before the big day.
Guest Count and Seating
- Finalize the exact number of attendees.
- Select table types and quantities based on the verified capacities.
- Decide on seating arrangement (banquet, cocktail, mixed).
- Confirm any special tables such as sweetheart or farm tables.
Equipment and Décor
- Choose tent size(s) that match the guest count and desired layout.
- Select draping colors and quantities; note that pillar‑only draping requires a custom quote.
- Pick artificial florals, balloon arches, or other decorative elements.
- Determine lighting needs (LED tent lighting, bistro strings, uplighting).
- Arrange for sound equipment if music or announcements are planned.
- Consider adding a dance floor, patio heaters, or fans based on the season.
- If planning entertainment, confirm bounce house or water slide models and required accessories (blower, hose, supervision).
Food and Beverage
- Decide on catering style (taquiza, live paella, grill, etc.).
- Plan placement of food tables relative to guest flow and shade.
- Ensure there is adequate space for serving lines and beverage stations.
- Verify any power requirements for warming plates or drink dispensers.
Logistics and Access
- Provide the exact event address with street, city, state, and ZIP.
- Confirm a clear access route at least 10 feet wide for the delivery truck.
- Mark any underground utilities or obstacles that could affect stakes or weights.
- Arrange for a nearby 110‑V outlet for blowers, lighting, and sound.
- If a water slide or wet bounce house is chosen, confirm hose hookup and drainage area.
Weather Preparedness
- Review the forecast in the days leading up to the event.
- Decide whether to install tent sidewalls based on precipitation chances.
- Have a plan for moving the event to an alternate date if conditions become unsafe.
- Inform guests of any weather‑related adjustments via the chosen communication channel.
Final Confirmation
- Run through the checklist with the host 24 hours before the event.
- Verify that all rented items are accounted for and in good condition.
- Ensure the contact phone/WhatsApp number is active for day‑of coordination.
- Confirm that the host has received the itemised quote and understands the payment process (credit card).